May 2, 2023

A Comprehensive Guide to Winning Paving Maintenance Bids

Bidding and Estimation
A Comprehensive Guide to Winning Paving Maintenance Bids

As a paving maintenance business, you are constantly on the lookout to close bids faster and optimize your bidding process. We understand that. 

Bidding for paving jobs requires a meticulous prospecting and sales process that includes everything from discovering RFPs to creating winning proposals that accurately reflect the scope of work, timelines, and costs involved in the project.

For a complete guide on bidding for paving maintenance jobs, check out our eBook. It can be your go-to resource for consistently winning paving bids.

Bidding for paving maintenance jobs eBook by

This blog will explore everything you need to know about what to bid for pavement maintenance projects and the key aspects of the bidding process. From bid invitations to site measurements and estimate creation, we will walk you through the sequence of events that constitute the bidding process for paving maintenance jobs and how to win at them.

And let’s not forget that while bidding for paving maintenance projects can be a complex albeit technical process, building long-term relationships with clients and securing contracts is essential. In this blog post, we'll break down the 6 main steps involved in the process.

6-step approach to winning paving maintenance bids

  1. Bid invitations
  2. Site measurements and estimate creation
  3. Meeting with the prospects
  4. Proposal creation
  5. Follow up
  6. Closing the deal

Bid invitations

The first step is bid invitations. This is when property owners send out a Request for Proposal (RFP) document that details the project's scope, requirements, and timeline. Paving companies can find these opportunities through various channels, such as online platforms, networking events, or public bidding. 

A paving maintenance project is underway
A paving maintenance project is underway

If you are interested in bidding on a project, you need to carefully review the RFP and assess if it aligns with your company's capabilities and resources.

Site measurements and estimate creation 

The second step is parking lot measurements and estimate creation. Once you have decided to bid on a project, you need to gather accurate measurements of the site and create an estimate that outlines the project's cost.

This estimate should factor in various elements such as the cost of materials, the number of workers required, the equipment needed, permits, and other expenses. To get accurate measurements, you can either physically visit the site or use digital tools such as satellite imagery, blueprints, or maps.

Ensure that you're making a true profit on each paving job, both in the short term and over the course of the year.

Meeting with the prospects

The third step is meeting with the prospect. This is a crucial step as it provides an opportunity to build a rapport with the prospect and discuss the project's details in-depth.

Meeting with prospect
Meeting with prospects

During this meeting, you should aim to highlight your company's strengths, showcase your experience and answer any questions the prospect may have. It's also a chance to discuss your pricing, negotiate terms, and address any concerns the prospect may have.

Proposal creation

Once you’ve meticulously prepared the estimate, it's time to create a paving proposal that wins. Your proposal outlines the scope of work, timelines, costs, and any other relevant details of the project. It's basically a sales tool that should help you persuade your prospect that you're the best choice for the job.

A good proposal should include:

  • A brief introduction to your company and your experience in paving maintenance.
  • A summary of the scope of work and what you're proposing to do.
  • A detailed breakdown of costs, including material and labor estimates.
  • A timeline for completing the work.
  • Any relevant terms and conditions, such as payment terms or warranties.
  • Your contact information and a call to action could encourage the prospect to take the next steps.

Bonus Tip- Try to include service diagrams drawn in high-resolution site imagery to indicate the phases and the direction of work when the operations begin. This helps build trust in the mind of the prospect by showing that you have meticulously scoped out and planned the project and are not merely making a promise.

And if you think about it, automated property measurements might as well be ART!

Submitting the paving maintenance proposal

Once the proposal is complete, it's time to submit it to the prospect. Depending on the project, this may involve submitting a hard copy of the proposal via mail or hand-delivering it to the prospect's office. However, it's becoming increasingly common to submit proposals digitally, either through email or via an online platform.

When submitting your proposal, it's essential to ensure that it's formatted professionally and that it's easy to read and understand. You want to make it as easy as possible for the prospect to evaluate your proposal and make a decision.

Follow up

After you submit your proposal, it's crucial to follow up with the prospect. This is your opportunity to answer any questions they may have and to provide additional information that could help persuade them to choose your company.

Following up also helps keep you top of mind with the prospect. Even if they ultimately decide not to choose your company for this project, they may have other projects down the road where your services could be a good fit.

Some tips for following up include:

  • Call or email the prospect a few days after submitting your proposal to confirm that they received it and to see if they have any initial questions.
  • Be persistent but not pushy. Don't be afraid to follow up multiple times, but don't be overly aggressive.
  • Be prepared to provide additional information, such as references or case studies, to help persuade the prospect to choose your company.
  • Keep a record of all follow-up communications in your CRM or other tracking system.

Closing the paving maintenance deal

If all goes well, you'll eventually receive the good news that your proposal has been accepted and you've won the job. Congratulations! But before you start celebrating, there are a few final steps you'll need to take to close the deal.

The first step is to review the proposal and ensure that you understand all of the terms and conditions. If there are any issues, now is the time to address them and make any necessary revisions.

Once everything is in order, it's time to sign the agreement and get started on the project. Make sure to communicate clearly with the prospect throughout the project to ensure that everything stays on track and that the final result meets their expectations.

Conclusion to your guide to winning paving maintenance bids

Winning bids in the paving maintenance industry takes a combination of hard work, expertise, and attention to detail. By following these steps and putting in the effort required to create a winning proposal, you can increase your chances of success and win more jobs. Remember to stay focused on the prospect's needs and to provide a high level of service throughout the project to build a strong reputation in the industry.

Overall, paving maintenance bidding requires attention to detail, accurate estimates, and good communication with clients to win contracts and build long-term relationships.


What factors should I consider when preparing a paving maintenance bid?
When preparing a paving maintenance bid, consider factors such as:

  • Size and condition of the pavement
  • Type of maintenance needed
  • Materials required
  • Scope of work
  • Specific client requirements.

Conducting a thorough site assessment and gathering as much information as possible is important to provide an accurate and competitive bid.

How can I make my paving maintenance bid stand out from competitors?
To make your paving maintenance bid stand out, highlight your unique value proposition, such as your expertise, experience, quality of work, and customer service. Provide a detailed scope of work, including specific deliverables and timelines, and consider offering additional services or warranties that competitors may not provide.

Pro tip: You can also include case studies or testimonials from satisfied customers to demonstrate your track record of success.

What are some common mistakes to avoid when submitting a paving maintenance bid?
Some common mistakes to avoid when submitting a paving maintenance bid include failing to conduct a thorough site assessment, providing an incomplete scope of work, underestimating the costs or timeline, failing to communicate effectively with the client, and not following up after submitting the bid.

Carefully review the bid and ensure that all necessary information is included and accurate.